Common platform for e- procurement. Jostein Frømyr, project coordinator Martin Forsberg, Single Face To Industry, Sweden

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1 Common platform for e- procurement Jostein Frømyr, project coordinator Martin Forsberg, Single Face To Industry, Sweden Presentation at the UBL symposium November 16,

2 Agenda Who and what is? Our approach to using UBL 2.0 The deliverables Alignment between and OIOUBL Implementation plan Corporation continues to support implementation and continued development. 2

3 International corporation Corporation between a group of countries and organisations Denmark Danish Ministry of Science, Technology and Innovation (VTU), Danish IT and Telecom Agency (ITST) Sweden Single Face To Industry (SFTI), the public sector initiative in Sweden to promote e-business by the Swedish National Financial Management Authority (ESV), Swedish Association of Local Authorities and Regions (Sveriges Kommuner och Landsting), and Swedish Administrative Development Agency (Verva) Norway Norwegian Ministry of Government Administration and Reform eprocurement Secretariat (www.ehandel.no) e2b Forum (an e-invoicing initiative in the private sector supported by the government - Finland State Treasury Tieke Finnish Information Society Development Centre England OGC buying solutions under Office of Government Commerce Island The Financial Management Authority (Fjársýsla Ríkisins). Iceland Committtee on e-business and Trade Procedures" ICEPRO To facilitating practical use of electronic collaboration based on available international standards Focusing on basic e-procurement functions 3

4 Common platform for e-procurement The purpose of is to facilitate interoperability and practical use of e-procurment both in domestic and cross border trade Even if the participants in the working group are mainly from the public sector, the group will try to include both business-to-business and business-to-government e-commerce/eprocurement in its work. facilitate harmonisation of different types of e-procurement documents This provides an opportunity to base e-procurement documents and processes on a coordinated Northern European subset. contribute to the development and use of an international standard for e-procurement 4

5 based on international standards has identified UBL as a free and open format, which at this point in time presents the greatest potential for realizing large-scale e- commerce both in a domestic and a cross-border trade UBL is an open and freely available library of XML documents for e- commerce Version 1 was released as an OASIS standard in May 2004 Version 2 is expected to be released as an OASIS standard in December business documents covering an extended e-procurement process and transport Based on ebxml Core Components - ISO Furthermore recognises the importance of the standardisation work in progress within UN/CEFACT and are actively working for the adoption of the UBL-specifications in the UN/CEFACT framework supports and is committed to the ongoing convergence between UBL and UN/CEFACT 5

6 Deliverables Business processes and scenarios based on a common application of UBL applicable for both domestic and cross border trade Business rules and recommendations for the use of the UBL XML documents A common subset of the UBL XML documents reflecting the needs expressed in the business rules Formal rules for validation of the business rules expressed as Schematron General guidelines and code lists for the use of UBL Business Process & scenarios Business Rules Business Content Syntax implementation based on UBL 2.0 Guidlines & Code lists 6

7 Profile A description of one or more related business processes supported by the exchange of a defined set of electronic business documents in order to fulfil a defined business purpose. The profiles are designed to support cross country and domestic trade based on legal/fiscal requirements and agreed best practices Each profile should be recognised as an independent implementation Compliance to is measured against profiles in the following way: All elements, mandatory and optional, listed in a profile must be understood by anyone receiving the message and claiming to be compliant with the profile stated in the message. Any bilateral additions to messages in a profile means that the companies should not use the profile ID in the message. Recipient can reject messages that contain elements outside of the profile or elements not in line with the cardinality of the profile. 7

8 The added value What made EDI hard to spread and implement in the past? To many choices (in EDIFACT) Need to change internal processes Need for bilateral agreements Need for pre-synchronization of data Result? Few parties with big volumes SME left out! How can help implementers and users? ERP vendors often present in many countries We can offer a harmonized subset Take advantage of a bigger community UBL (Thanks Ken and many other contributes for spread sheets and tools) OIO Cross border trade is prepared! 8

9 Reaching the masses? No need for bilateral agreements The default But give possibility to agree on extensions if needed Let the reality dictate the terms on how the standard is defined Gives existing system the possibility to adopt with small efforts Central validation service Real-time validation tools Involvement from the ERP vendors Open and free standards 9

10 UBL Swedish Subset Danish Subset 10

11 Documentation approach UBL Common Library UBL UBL UBL Documents Documents UBL Business Requirements and Business rules Common Library UBL Documents UBL Documents Generic Documents Context Specific Documents Stand Alone Order Establish Catalogue Basic eprocurement Stand Alone Invoice etc etc. Subset Profile 11

12 UBL component re-use & restriction UBL REFINEMENT Stand Alone Invoice Stand Alone Order Basic Procurement 12

13 UBL component re-use & restriction UBL REFINEMENT Stand Alone Invoice Stand Alone Order Basic Procurement 13

14 UBL component re-use & restriction UBL REFINEMENT Stand Alone Invoice Stand Alone Order Basic Procurement 14

15 UBL component re-use & restriction UBL REFINEMENT Stand Alone Invoice Stand Alone Order Basic Procurement 15

16 Profiles in phase 1 Deliverables will be available for public review beginning of December 2006 Supporting basic e-procurement functions Profile Establish Catalogue X X Price update X X Item update X X Stand alone Order X Stand alone Invoice X Stand alone Invoice with Credit Note X X Basic eprocurement X X X X X Catalogue Catalogue Item Update Cataloge Price Update Order Order Response Simple Invoice Credit Note Application Respons 16

17 Stand alone profiles Stand Alone Purchase Order Stand-alone traditional invoicing Invoice with potential Credit note This profile complements the ordering profiles for frequent/ repetitive acquisition, in that it provides for electronic ordering of articles/services that are non-standard or not readily held in product catalogues. The profile can be used with no or little integration to the parties ERP systems. This profile complements the ordering profiles for frequent/ repetitive acquisition, in that it provides for electronic ordering of articles/services that are non-standard or not readily held in product catalogues. The profile can be used with no or little integration to the parties ERP systems. Traditional invoicing covers claim for payment by means of invoices issued by the supplier or a third party, if outsourced by the supplier. This profile is defined for situations where traditional invoicing is made electronically but where matching of the Invoice to other electronic documents may not be practicable; as a result the stand-alone invoice is to be self-contained and complete as far as the legal requirements on invoices are concerned. In case the invoice is rejected, in full or in part, this scenario provides for a Credit Note to be used as corrective measure. The profile can be used with no or little integration to the parties ERP systems. It may be introduced with minimum advance exchange agreement if coding schemes are not used. 17

18 Catalogue profiles Establish Catalogue Catalogue Item Update Catalogue Pricing Update This profile allows a Seller, or a third party acting on his behalf (the ProviderParty), to provide a Catalogue describing products and/or services (Items) available for purchase to a Customers, or a third party acting on his behalf (the ReceiverParty). This profile supports the business process of creating a Catalogue at the initiative of the Seller. It does not include functionality for the Buyer to request a Catalogue. Nor does it include functionality for deletion of a Catalogue. This process is typically applicable during the initiation of a trading relationship, but may also be used in established trading relationships if substantial changes have been done to the Catalogue or any of its parts. Furthermore the Catalogue message may be used to provide replacements at line level (i.e. only those lines changed or added will be provided). This profile allows a Seller, or a third party acting on his behalf (the ProviderParty), to provide updates to the item specifications contained in an existing Catalogue. This profile allows a Seller, or a third party acting on his behalf (the ProviderParty), to provide updates to the commercial conditions (price) specified for items contained in an existing Catalogue. 18

19 Electronic catalogues Catalogues in are aimed at providing common and unique identification and specification of products and services as a basis for the procurement process. The processes supporting electronic catalogues are related to the transfer of catalogue information from one party (supplier) to another (customer) Does not cover the process of actually developing and ensuring the quality of the catalogue content this is the responsibility of the supplier. 19

20 Basic procurement Basic Procurement This process involves a Purchase Order process including Order confirmation or rejection followed by invoicing process. The purchase order may or may not be placed with reference to a framework agreement, in the latter case the applicable conditions follow from what is stated in the order process and, otherwise, from the sellers public terms and conditions. The purchase order must reference articles and article numbers and include pricing. The internal processes to for transaction handling can be automated since items are specified with article numbers. The supplier presents to the customer, for the ordered or delivered, received or consumed goods or services, a detailed statement of trade account payable (invoice) with reference to the Purchase Order. The Invoice can be rejected, by sending an Application response messages, if the Invoice is not correct according to trading condition specified in the purchase order submitted. 20

21 act Basic Procurement An integrated procurement process Start Order Process Customer Create Order Order Supplier Process Order Accept or Reject Order [Accept] Order process Free-text order lines (lines without reference to item) are not allowed An order can must only contain order lines with and reference to item The seller may state a accounting cost code One order one contract (if accepted by Seller). Reference to contract on header level. Delivery terms, payment means and terms, allowance/charge, delivery address information can be defined on linelevel. Billing process Invoice must refer to one and only one order for automated ordermatch The Credit note is sent when the Supplier has overcharged the Customer in earlier Invoice(s). The Credit note must have a refererence to the Invoice number in the original Invoice or a period. All legal totals should be positive values in invoices and credit notes. Tax codes on line level is mandatory in some domestic cases Normally a credit note is to refer to only one identified invoice. There may be cases where credit notes cannot be linked to original invoice(s), for example in case of rejected or returned goods that can not easily be linked to a particular delivery, or when giving discounts based on for example annual quantity. Accept or Reject Invoicing Document Order Accepted [Accept] Processing Invoicing Process Invoice Process CreditNote [Reject] Process OrderResponseSimple [Accept] [Reject] Cancel Order Invoicing Processed Accept or Reject Order Response Simple Goods Receipt Create Application Response Cancelled Order OrderResponseSimple Invoice CreditNote Application Response [Reject] Create OrderResponseSimple Create Invoice Create CreditNote Receive Application Response Processing Order Accepted Order 21 Goods Delivered Application Response Received

22 Scenario: Accepted Order, accepted Invoice Customer Buyer Customer Party Accounting Customer Party Supplier Seller Supplier Party Accounting Supplier Party Identify Item from catalogue Place order Order Receive order Supplier accepts Order in full Receive response Order response simple Accept order Wait for delivery Fullfill order Customer accepts Invoice in full Check invoice for ordered Invoice Send invoice Check invoice for delivery Pay invoice Result: Based on the reconciled invoices, the Customer should initiate a payment remittance process. 22

23 Scenario: Rejected Order Customer Supplier Buyer Customer Party Seller Supplier Party Seller rejects Order in full and responds to the Seller using Order response simple Identify Item from catalogue Place order Order Receive order Receive response Order response simple Reject order Result: No order established. 23

24 Scenario: Order accepted, Invoice rejected Customer Supplier Buyer Customer Party Accounting Customer Party Seller Supplier Party Accounting Supplier Party Seller accepts Order IdentifyItem from catalogue Place order Order Receive order Receive response Order response simple Accept order Wait for delivery Fulfill order Customer rejects Invoice and request Creditnote Check invoice for ordered Check invoice for delivery Invoice Send invoice Continued Reject invoice Application Response Receive complain Accept complain The seller sends Credit note matching first Invoice and new correct Invoice. Revieve CreditNote Match creditnote Revieve invoice Check new invoice CreditNote Invoice #2 Send creditnote Send new invoice Pay invoice 24

25 Use of UBL 2.0 Business Documents Application Response Attached Document Bill of Lading Catalogue Catalogue Deletion Catalogue Item Specification Update Catalogue Pricing Update Catalogue Request Certificate of Origin Credit Note Debit Note Despatch Advice Forwarding Instructions Freight Invoice Invoice Order Order Cancellation Order Change Order Response Order Response Simple Packing List Quotation Receipt Advice Reminder Remittance Advice Request For Quotation Self Billed Credit Note Self Billed Invoice Statement Transportation Status Waybill Used by both and OIOUBL - Used by OIOUBL 25

26 OIOUBL alignment UBL 2.0 Additional Profiles in OIOUBL Alligned use in and OIOUBL Additional Profiles in OIOUBL 26

27 Implementation Implementation is done within the respective countries Each country has their own priorities and targets DK SE NO IS 27

28 The work continues The corporation continues to support implementation and continued development Profiles supporting basic e- procurement functions 2 Maintenance UBL UN/CEFACT convergence Additional profiles Additional participants 28

29 More information? available soon 29

30 UBL International The content in this document is copyright 2006 the authors and UBL International. Source for presentation slides (updated ): From the UBL International 2006 Home Page UBL International 2006 is running its inaugural event in Copenhagen Denmark (Scandinavian Trade Building in Allerød) the week of November 13-17, UBL International is a training summit bringing together worldwide Universal Business Language expertise to deliver full-day and half-day lectures and hands-on courses from commercial training companies, and a full day of free symposium presentations, this year marking the launch of UBL 2.0!

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